Event Coordinator

Position Event Coordinator

Facility Name Rapides Parish Coliseum & Entertainment Center at RPC

Location Alexandria, LA

POSITION : Event Coordinator

DEPARTMENT : Event Services

REPORTS TO : Director of Event Services

EMPLOYMENT TYPE : Full-Time

FLSA STATUS : Hourly Non-Exempt

ASM Global, the leader in privately managed public assembly facilities, has an excellent and immediate opening for Event Coordinator at ASM Global / Rapides Parish Coliseum & Entertainment Center at RPC in Alexandria, LA. The Event Coordinator serves as a liaison between the event staff and the facilities staff (Rapides Parish Coliseum and the Entertainment Center - formerly known as Exhibit Hall). This position is responsible for communications between vendors, promoters, and production managers as well as facility personnel. This position works closely with the Director of Event Services to facilitate events.

Essential Duties & Responsibilities :

Assist the Director of Event Services in all aspects of event preparation including but not limited to scheduling, creating work orders, overseeing events, coordinating with promoters and personally servicing the event itself.

Communicate with clients to obtain necessary technical requirements and other event-related information.

Act as primary on-site contact and liaison during an event.

Implement and follow all policies / procedures, risk management, safety precautions, rules, regulations, and emergency procedures established at the facility.

Monitor events to ensure all facility rules, policies, and safety procedures are being adhered to and enforced during events.

Assist department and organization with various projects and special assignments.

Provide outstanding customer service to diverse clients, guests, contractors, vendors, and any visitors.

Determine needs and activate solutions for event success.

Coordinate events with appropriate vendors including subcontractors, decorating companies, audio-visual companies, food and beverage contractor, and others to ensure success of the event.

Prepare detailed, accurate events notes respective to each event which are essential for all departments, including timing, staging, and master schedule of needs.

Work with ticket office to assist in setting up event needs for on sales.

Execute administrative tasks for the planning of a successful event (work orders, floor plans, event reports, and final invoicing).

Assist with estimating and reporting event expenses.

Develop assignment schedules for all staffing requirements for proper event presentation.

Supervise emergency / medical personnel, crowd control, guest services, security, and Police Officers as well as contract employees for events.

Coordinate and satisfy the requirements of multiple events occurring simultaneously.

Ensure that the equipment, physical set-up, and personnel provided meet the requirements of the event and the clients contractual agreement.

Ensure all pertinent information is obtained, compiled in event files, and distributed to proper facility departments. Includes the submittal of purchase orders for all event-related costs.

Assist with the preparation of final settlements (invoices) for functions

Assist the finance department with timely final event billing documentation.

Qualifications :

Must work well under pressure, be able to problem solve and make quick, efficient decisions, providing direction to other departments as needed.

Assist other departments occasionally if / when needed.

Must be able to work extended hours, early mornings, late nights, weekends, and holidays in addition to normal business hours

Significant skills and aptitude in judgment, proactive problem solving, and resolution of complex issues.

Ability to read and interpret documents, procedure manuals, floor plans, and instructions for events.

Ability to maintain strict confidentiality.

Excellent prioritization, organization, and time management skills, with a high attention to detail.

Facility management or event management experience preferred.

Must be able to pass a background check and drug screen.

Must provide professional references.

Computer Skills :

To perform this job successfully, an individual should have basic computer knowledge and the ability to operate Windows, Word, Excel, Outlook, and other standard office equipment.

Physical Requirements :

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job. While performing the duties of this job, the employee is required to perform strenuous physical duties that may include but are not limited to the following :

• Move and walk extensively throughout the facility.
• Stand for long hours during events
• Work inside and outside of buildings.
• Exposure to adverse conditions such as weather and loud noises.
• Ability to lift and / or move a minimum of fifty pounds

NOTE : The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.

ASM is an Equal Opportunity / Affirmative Action employer and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA Federal Contractor.

Applicants that need reasonable accommodations to complete the application process may contact 318-704-4810.